Create a Negative Donation Record
Before beginning this process, we recommend locating the record of the original donation transaction that will get refunded.
Contact your CSM if you are refunding a Split Donation.
1. Navigate to the Donors page.
2. Search for the donor by name, and select the correct donor from the drop-down list that appears.
3. Click Add Donation in the left-side menu.
4. Reference the original donation record to fill out the necessary fields and create a negative donation record.
- Ensure that all information entered except Date and Amount match the original donation record.
- For Date, enter the general ledger posting date for the refund.
- For Amount, enter a negative amount matching the original donation.
5. Click Process.
6. Click Post in the left-side menu to complete the process for creating a negative donation record.
The negative donation record adjusts the fund balance. The next step will be to create a voucher to refund the donor.
Create a Voucher to Refund the Donor
If a donor profile is not designated as a Vendor, follow the steps in the Make Vendor Profile article.
- On the Profiles page, once vendor designation has been added under Profile Is, click Vendor.
- This will allow you to create a voucher to issue the donation refund.
- Click Create Voucher in the left-side menu.
- Enter voucher details.
- For the Create Voucher table, add:
- Voucher Date
- Fund - this must match the fund for the donation
- Additional information as necessary
- For the Items table, add:
- Expense Account - select the bank account you are using to cut the refund check
- Description
- Unit Cost - This is the donation amount that your Foundation is refunding.
- For the Create Voucher table, add:
- Click Save.
- Click Post & Get Approval in the left-side menu.
Pay the Voucher
- Navigate to the Accounts Payable page.
- Click the Vendor Name.
- In the Pay Vouchers table, enter Payment Account and Payment Date.
- In the Open Vouchers table, check the box on the far right for the voucher you are refunding.
- Click Next.
- Add Memo information if applicable and then click Create Checks.
- Print & Post Checks as you normally would.